Transaction Types and Statuses
While processing transactions on the Payrix Pro platform, many statuses will be assigned to transactions based on their type, and progress through processing to capture funds from customer payment methods. This guide defines the different transaction types, statuses, and the general timeline for the movement of authorized payment funds from the customer’s payment method to the Merchant’s Payrix Pro account balance.
Transaction Types
This section outlines the various types of transactions processed through the platform, detailing the steps and status updates for each transaction type.
See Transaction Statuses for more information on each transaction status.
Sale Transaction
Sale transactions refer to credit card payments submitted through the platform.
A Sale transaction is created when a credit card payment is submitted through the Merchant.
Once authorized, the Sale transaction status is updated to Approved.
On daily batch close, the authorized payment funds will be included in the batch for settlement and the Sale transaction status is updated to Captured.
Once settlement of the batch is complete, the funds will be deposited into the Merchant’s available balance and the Sale transaction status is updated to Settled.
Result: The funds are successfully settled and deposited to the Merchant's available balance.
Authorization Transaction
Authorization (Auth) transactions temporarily hold funds on the customer’s card until a capture transaction is submitted, holding funds on the cardholder's account. The held amount is retained until a Capture transaction is initiated for inclusion in the settlement batch.
An Auth transaction is created when a credit card authorization hold is submitted through the Merchant.
Once authorized, the Auth transaction moves into an Approved status.
Result: The authorized funds will be held on the cardholder account, and a subsequent Capture transaction can be processed to collect the funds for settlement.
Note
For authorization timeframes on subsequent Capture transactions, see Transaction Capture Timeframe. This guide outlines card brands' time limits before revoking authorization for transaction funds, requiring a new Auth and Capture or Sale transaction.
Capture Transaction
A Capture transaction is linked to a previous Auth transaction, acting as the second step in the process of collecting funds that have been approved in a prior Approved Auth transaction.
A Capture transaction is created when the Merchant initiates capture of Auth transaction funds using the portal or API.
Once initiated, the Capture transaction status is updated to Pending.
On daily batch close, the authorized payment funds will be included in the batch for settlement and the status is updated to Captured.
Once settlement is complete, the funds will be deposited into the Merchant’s available balance and the Capture transaction status is updated to Settled.
Result: The funds are successfully settled and deposited to the Merchant's available balance.
Important!
A capture transaction that is greater than the original Auth approved may be flagged by Risk to investigate the discrepancy.
Reverse Transaction
Reverse transactions, also known as voids, are used to reverse authorization of an Approved Sale or Auth transactions before funds are captured for settlement.
A Reverse transaction is created when the Merchant initiates a void using the portal or API.
Once initiated, the Approved transaction will add a secondary status of Voided.
Result: The authorization hold is released, and the transaction is effectively voided.
Refund Transaction
Refund transactions are used to return Sale or Capture transactions that have already reached Captured or Settled status. The captured or settled funds are credited back to the customer by debiting the associated Merchant’s account balance.
A Refund transaction is created when the Merchant issues a refund of captured or settled payment using the portal or API.
Once initiated, the refund amount is instantly authorized as Captured, and the original Sale or Capture transaction shows a secondary status of Refunded, displaying the amount returned to the customer.
On daily batch close, the refund amount is debited from the associated Merchant’s account and the status is instantly updated to Settled.
Result: The refunded amount is successfully returned to the customer's account typically within three to eight business days.
eCheck Sale Transaction
eCheck Sale transactions refer to checking account payments submitted through the platform.
An eCheck Sale transaction is created when a checking account payment is submitted through the Merchant.
On daily batch close, the status is updated to Approved.
Note
The total for an eCheck Sale transaction reflects the approved amount. To modify the payment, the original eCheck sale must be voided and reprocessed.
On the following day, the authorized payment funds will be included in the batch for settlement.
Once settlement is complete, the funds will be deposited into the Merchant’s available balance and the status is updated to Settled.
Result: The funds are successfully settled and deposited to the Merchant's available balance.
eCheck Refund Transaction
eCheck Refund transactions are used to return eCheck Sale transactions that have already reached Captured or Settled status. The captured or settled funds are credited back to the customer by debiting the associated Merchant’s account balance.
A Refund transaction is created when the Merchant issues a refund of captured or settled payment using the portal or API.
Once initiated, the refund amount is instantly authorized as Captured, and the original eCheck Sale transaction shows a secondary status of Refunded, displaying the amount returned to the customer.
On daily batch close, the refund amount is debited from the associated Merchant’s account and the status is instantly updated to Settled.
Result: The refunded amount is successfully returned to the customer's checking account typically within four to eight business days.
Transaction Statuses
Each transaction will go through different statuses before being completed, failed, or refunded. See the table below for information on each status and notes that might apply for a better experience.
Each transaction type undergoes several statuses before it is marked as Settled, Failed, or Returned. Understanding these statuses is crucial to knowing the options available to Merchants during different stages in each transaction’s lifecycle.
Approved
Approved is the first status for successful sale, authorization, and reverse transactions indicating that the transaction request was authorized by the processing bank:
Sale transactions
eCheck Sale transactions
Auth transactions
Reverse transactions
Note
An Approved transaction will not also have a Pending status.
Pending
Pending is the first status for Capture transactions that follow previous successful Auth transactions awaiting daily batch close for the capture of funds and settlement.
Captured
Captured is a status for a sale, capture, and refund transaction indicating that the authorized and approved transaction has been included in the Merchant’s daily batch for settlement and funding:
Sale transactions
eCheck Sale transactions
Capture transactions
Refund transactions
eCheck Refund transactions
Note
All Auth transactions require the submission of a corresponding Capture transaction. This Capture transaction is essential for securing the authorized funds for settlement.
Settled
A Settled status indicates that captured funds from a transaction have been settled and deposited to their respective destinations. In the case of Refund transactions, this status indicates that the amount was successfully debited from the Merchant’s account.
Failed
A Failed status indicates that the transaction was declined or was not approved for another reason.
Returned
A Returned status indicates that an eCheck transaction has been returned due to insufficient funds, stop payment, or for another reason.
Secondary Statuses
In addition to the primary transaction statuses, transactions can have a secondary status related to delaying, reversing, and refunding payments:
Canceled: Indicates the transaction was temporarily removed from settlement batching.
Voided: Indicates transaction was permanently de-authorized and stopped.
Refunded: The transaction was refunded by debiting the Merchant’s account balance.
For more details on these secondary statuses, see Refunds.
Amount Fields
When processing a transaction, reviewing the different fields showing each amount related to various transaction statuses is crucial. These amounts can significantly impact the funding that will be captured for deposit to the Merchant's account:
Total: The originally requested transaction amount.
Approved: The actual amount authorized for capture and settlement.
Refunded: The approved amount to be returned to the customer.
Capture and Settlement Timeline
Batch Close
At 9:30 PM EST, the Merchant’s daily settlement batch will close, initiating settlement and updating approved Sale transaction statuses to Captured and eCheck Sale transactions to Approved by 10:00 PM ET.
Funding
Funding occurs in two parts:
At 7:00 PM EST, the business day after a batch close, captured funds settle and begin disbursement to the Merchant, minus fees, for payout to an external bank account.
At 8:00 AM EST the next business day, settled funds are deposited to the Merchant’s account balance and each transaction included in the batch will update its status to Settled.
Result: Captured and settled funds depoting only occurs on business days and will not occur on weekends or holidays unless uniquely enabled for their account.